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Alma Fulfillment Resource Guide

This guide covers all aspects of the fulfillment process. This includes maintaining all patron records, loaning materials, returning/renewing loaned materials, managing lost items dealing with fines and fees as well as course reserves.

Patron Privacy - User and Item Records

Patron Privacy - User and Item Records

In order to protect patron privacy, patron identifying information is scrubbed from item records and item information is scrubbed from patron records one day after a loan is completed (checked in). If there are charges associated with a loan the charges in the patron record will still contain item information. 

Finding recently returned items in a patron record

If you need to find items returned by a patron within the last day:

  1. Click on Fulfillment --> Manage Patron Services and scan in the patron's barcode.
  2. Click on the Returns tab.
  3. Change the drop down "Returns of this Session" to "All Returns"

Finding patron information in a recently returned item

If you need to find patron information in an item returned within the last day:

1. Do a Physical Items Search for the item and click "Edit Item."

2. Click the History tab at the top of the screen and choose the "Fulfillment Activities" radio button. In the picture below the loan and return in rows 1 and 2 show a loan completed within one day and lines 3 and 4 show what it will look like after patron information is scrubbed. Patron information is scrubbed from the item record even in the event of a charge. The item information is retained in the patron record within the charge. 




Patron Privacy - Requests

Completed requests can be found in Monitor Requests & Item Processes. Requests are scrubbed of patron identifying information once the request is completed. 

Important Note: Notes associated with requests are not scrubbed by default. A new feature rolled out by ExLibris allows the scrubbing of loan notes, fines and fees notes, requests notes and resource sharing requests notes. Please send in a help desk ticket if you would like to enable scrubbing of some or all of these notes.

"Creator" designates the staff person who completed/cancelled the request when viewing Completed Requests.